Secure Email Client Guide

PRESIDIO BANK 33 Secure Email Client Guide THE BUSINESS BANK THAT WORKS 8/2013

Table of Contents Introduction.....3 Our Responsibility to Protect Confidential Information....4 Registering and Accessing a Secure Email from the Portal 5 8 Creating Presidio Bank Contacts.8-10 Different Browser Page Appearances...11-12 Replying to an Email 12 Sending an Email to Presidio Bank via the Portal..13-15 Forgot Your Password or Just Want to Create a New One?...16-18 Session Timeout..18 Account Temporarily Locked.18-19 Additional User Information 20-21 Page 2

Introduction Presidio Bank has implemented the Presidio Bank Secure email Portal, a secure email solution that protects confidential information exchanged between Presidio Bank and our Clients. The Portal can be accessed at: https://web1.zixmail.net/s/login?b=presidiobank The portal uses strong encryption to safeguard the confidentiality of email communications and greatly reduces the risk of costly disclosures that could put our clients at risk of identity theft and other fraudulent activity. We strongly encourage all Clients to use the Presidio Bank Secure email Portal when sending confidential information or attachments via electronic mail. The Presidio Bank Secure email Portal User Guide outlines clear, step-by-step instructions for accessing and using the portal. You should find the portal to be simple and easy to use; however, if you have additional questions or need support please contact your Relationship Service Manager. Please inform other employees in your company about the Portal who may need to exchange confidential Information with Presidio Bank. The Presidio Secure email Portal: Provides a safe and easy way to exchange confidential information. Offers written documentation of communications. Reduces the need for phone calls and faxes. Disclaimer: Dependent upon the Internet browser software you are using to access the Portal (Microsoft Internet Explorer, Mozilla Firefox, Apple Safari, or Google Chrome), a few of the Portal pages may display differently than depicted in this manual. To provide a representative depiction of the Portal s appearance, images from both Microsoft Internet Explorer and Mozilla Firefox have been included where the pages differ. While the images in this manual may vary, the written instructions to access and navigate the Portal will not deviate unless indicated. Attention Google Chrome users: If you have difficulty registering or signing in to on the Portal, check to ensure that cookies are enabled in Chrome. Page 3

Our Responsibility to Protect Confidential Information Presidio Bank has adopted policies and standards to protect confidential information, including the use of strong encryption technologies to protect confidential information when it is transmitted electronically via email. Presidio Bank has also adopted a disclosure policy that requires us to notify affected clients whenever their confidential information is disclosed without proper authorization or in an unsecure manner (e.g., non-encrypted email). In our efforts to protect personal information, Presidio Bank continues to work to classify all types of information it collects and utilizes, most importantly confidential Information which includes: Personally identifiable information such as Social Security number, driver s license number, account numbers, etc. Financial information such as financial statements, tax returns loan documents, wire transfer instructions, etc. IMPORTANT! Always use the Portal for sending confidential email to Presidio Bank. Confidential email is email that contains sensitive data such as Social Security Numbers, Account Numbers, Financial Statements, T a x R e t u r n s, or any personally identifiable data. Never send confidential email via unsecure email (i.e. from personal or business email accounts). Confidential information sent via unsecure email is an unauthorized disclosure of sensitive client data. Page 4

Registering and Accessing a Secure Email from the Portal Before you can open secure messages, you need to set up a user account with the Presidio Bank s Secure email Service. This process will allow you to establish your email address and create a personal password. Step-by-Step Guide to Opening Your First Secure Email NOTE: These steps apply to first-time recipients only. After you enroll with the Presidio Bank Secure email Service, you can use your password to open secure emails from any presidio bank sender. Step One: Receiving a Secure Email When you receive your first Presidio Bank Secure email, which will come through your current email service, open the message so that you see the notification message. You will receive a similar notice for all future secure emails sent by Presidio Bank, but will not need to go through the setup process. (Your experience may vary depending on your chosen email service. If using a webmail provider like Gmail, Hotmail, or Yahoo do not attempt to open a preview version of the message. Instead, download the attachment using the appropriate link and open it.) Figure 1: Secure email Notification Message {Your Email Address} Click Open Message Page 5

Step Two: Registering As a first time user you will be taken directly to the Register page. The system will automatically populate your email address and then all you need to do is establish your password. Once you have entered your password and re-entered it for confirmation just click the Register button. Remember to review the Password Rules noted in the lower left corner of the screen to make sure your password meets these requirements. You are now registered in the system and will be automatically taken to the Inbox section that contains your message from Presidio Bank. Figure 2: Secure email Register Account Page Enter Your Password Click Register Button Password Requirements You have completed your registration and are ready to open your first Secure email Message! Once registered, you can now open any Secure email message from Presidio Bank using just your password. After you open a Secure email, you can click Reply to send a Secure Reply message back to the original sender. When included in the original email, clicking Reply All sends a Secure Reply message to the sender and other recipients on the original email. Page 6

Step Three: Email Message Once you have completed Step Two you will be taken automatically to the email inbox for the message sent from Presidio Bank to review for which you can respond to it if needed as well as to open any attachments. Figure 3: Accessing email page Selecting an email above will take you to the specific email. Figure 4: Accessing attachments and saving them to your computer Click The More Actions Dropdown To Select How You Wish to Save Attachments To Your Computer Click To Open Attachments Page 7

Depending on your security settings you may also see the following window when opening an attached file. Click Open Creating Contacts How to Set Up Presidio Bank Contacts You can set up individual contacts as well as group contacts at Presidio Bank that you send sensitive information to such as wire transfer instructions, financial statements, tax returns or any email that might contain sensitive information such as your account number or social security, etc. Remember you can only use this secure email service to communicate with Presidio Bank. Setting Up Individual Presidio Bank Contacts Just enter the information below and you can save that person to your email contact list within Secure email. For future emails just click on their name and it will populate the compose email, so come here first before trying to send an email. Figure 5: Setting up individual contacts Click Address Tab Page 8

Setting Up Group Presidio Bank Contacts You have the option to set up multiple contacts when you send Secure Emails to Presidio Bank. This can be used when sending emails such as wire instructions to our bank that need to be sent to multiple bank employees, etc. For setting up group emails just click on the group name and it will populate the compose email, so come here first before trying to send an email. If you go to compose first it will not automatically populate the message and require you to input the full email address(s).. Step One First name the group and then add the Presidio Bank contacts you wish to notify on your email in the Available Contacts section. Then highlight each person and save in the Contacts in Group section. Figure 6: Setting up group contacts Name The Group Click On A Name Click Include In Group Page 9

Step Two Click on Include in Group and they are now added to this group in your email to click and quickly populate your email and send to the bank that includes all the employees of the bank you wish to advise. Now just click on each name in Available Contacts to add to the Contacts in the Group. Complete this process for each name you are adding to this Group. Figure 7: Setting up group contacts They Are Now Added To The Group. Just Click On The Group In The Future To Send An Email To All In The Group Page 10

Different Browser Page Appearance Important Note! display differently. Depending on the Internet browser you are using, certain Portal pages may The following reflects the type of differences you may experience especially with older browser versions. Figures 8: Difference in appearance of Login Page Figure 9: Note navigation change to a dropdown Click On Arrow Page 11

Figure 10: Dropdown notes functions available Click Navigation Source Replying to an Email You have the option to click the Reply and Reply All buttons similar to any email service to respond back to the originator of the email from Presidio Bank. Type in your message and click on the SEND button to send your reply. You should use this to respond with any personal and sensitive information about you or your company that contains any information such as account numbers, EIN numbers, financial statements, tax returns, etc. Figure 11: Replying to an email page Page 12

Sending an Email to Presidio Bank via the Portal 1. To send a secure email message to P r e s i d i o B a n k, type or paste the following URL in your Internet browser: https://web1.zixmail.net/s/login?b=presidiobank Tip: Add this URL to your Internet browser s favorites list (or bookmarks) for future reference. 2. You can also access Secure email through our website at www.presidiobank.com. See figure 12 below. Figure 12: Presidio Bank Website Access Click Secure Email Page 13

The Portal Sign In page will appear. Enter your email address and password. Click on the Sign In button to access your Portal email account. Figure 13: Secure email Login Page Click on the Compose Tab and enter information as you would normally do in any email you would originate. Figure 14: Composing an email Click To Attach A File Page 14

Figure 15: Adding an attachment Note: You may attach as many as 10 files up to a total file size of 50MB Then Click Add File Click Browse To Find The File On Your Computer When You Have Finished Loading All Files Click Finish Page 15

Forgot Your Password or Just Want to Create a New One? Important! If you forget your password, you do not need to notify Presidio Bank to have it reset. You can reset your password yourself via the Portal. 1. To reset your password, go to the Portal Sign In page: https://web1.zixmail.net/s/login?b=presidiobank 2. Click on the RESET button. Figure 16: Password Reset Page 16

The password reset page will appear. Enter your email address and n e w password. Click on the Reset button to complete the change of your password. Figure 17: Password Reset Figure 18: Password change confirmation message Page 17

Important! If you receive a password reset notification email and you did not attempt to reset your password, it may be possible that someone is trying to hack your Portal account. In this case, decline the password reset by clicking on the appropriate hypertext link in the notification email. You may also want to reset your password to one with more characters, strictly adhering to the password requirements noted on the login page. Session Timeout If you sign in to the Portal and are inactive for more than 20 minutes, the Portal will automatically sign you out. You will need to sign back in to access your account. Account Temporarily Locked You are allowed three (3) attempts to type the correct password during sign in. If you do not successfully type in your password after three attempts, you will be locked out of the Portal for 30 minutes. An account can be unlocked during the temporary lockout by clicking the RESET button on the Portal Sign In page and resetting your password. Follow the instructions for password resets on page 16. Figure 19: Password failure notice each time you improperly enter an incorrect password up to the 3 attempt limit Page 18

Figure 20: email message you will receive in your regular email after being locked out Help If you have additional questions or need support for the Portal, please contact your Relationship Service Manager. Page 19

Additional User Information Are there any special browser settings required to use the Secure Message Center? To open and reply to messages, the Secure Sockets Layer (SSL) 3.0 or TLS 1.0 options must be enabled. Also, cookies must be enabled in your browser privacy settings. Additionally, JavaScript must be enabled and pop-ups cannot be blocked for the Web address. What privacy or cookie settings are needed for my browser to access the Secure Massage Center? Your browser must allow cookies in order to access the portal. Below are some instructions to assist you with enabling cookies in your browser. Microsoft Internet Explorer: For IE 6.0 - IE 8: Select Tools -> Internet Options... -> Privacy. Verify it is set to Medium, the default setting. For IE 5.5: Select Tools -> Internet Options... -> Security. Click on the Custom Level button. Verify the Reset to field is set to Medium, the default setting. Firefox: Select Tools -> Option Go to the 'Privacy' screen Ensure 'Accept Cookies from sites' is checked For other browsers and mobile devices, see your Internet browser or device 'help' for more information on privacy settings What Handheld devices are required to use the Secure Message Center? You must use one of the following: BlackBerry version 4.2 or higher Smartphone s running Windows Mobile 5.0 or higher Apple iphone version 3.0 or higher Android devices 2.3 or higher Other handheld devices may be used to view your messages, but are not recommended/supported by ZixCorp. What Internet browsers are supported/recommended to use the Secure Message Center? You must use one of the following supported web browsers: Microsoft Internet Explorer version 7.0 or higher Mozilla Firefox version 4.0 or higher Apple Safari version 5.0 or higher Page 20

I have submitted or changed my Secure Message Center password but I did not receive a confirmation email. What do I do next? If you are in a corporate networking environment, the confirmation email may be blocked or quarantined by your mail server s anti-spam software. Please check your quarantine server or work with your local email administrator. The confirmation email may have also been delivered to your Junk folder. If the confirmation email is not in your Junk folder, it s possible you may have Outlook configured to automatically delete junk emails. Please review the following to see if your Outlook is configured to automatically delete these emails: Outlook 2007: Go to Tools > Options.. On the Preferences tab, press the Junk Email button. On the Junk Email Options tab, ensure Permanently delete suspected junk e-mail instead of moving it to the Junk E-mail folder is unchecked Outlook 2010: On the Home tab, locate the Delete group. Click Junk, and then click Junk E-mail Options. On the Options tab, unselect the Permanently delete suspected junk e-mail instead of moving it to the Junk E-mail folder check box. NOTE: When suspected junk messages are deleted, unlike other messages, they are not moved into the Deleted Items folder. Page 21 Rev 4/11/13